Job Details

Office Administrator

Job Category: Administrative

Summary of Responsibilities

An essential function of this position is regular and predictable attendance. The core responsibilities of this position include working as an efficient member of the team to provide and perform a wide variety of duties including but not limited to the following:

• Organization: Understand the organizational chart for the company, including the areas of responsibility for team members in all departments at the Regional Office and office administrator / executive assistant support across the company. Lead responsibility for collecting and redistributing mail, ordering & stocking of supplies, office equipment, office cleanliness, lunch delivery services and coordination of office.
• General Office Administrator Duties: Take initiative in to understand and anticipate office needs to address challenges before they escalate. Adhere to Regional Office Administration Services Manual to gain thorough understanding of protocols and procedures; keep manual up to date as changes occur. Provide back up support to administrative team, including vacation coverage or meeting support. Host a quarterly admin meeting and provide office updates to create a sense of teamwork, support and forum to share best practices.
• Front Desk Support: Front line presence and receive all incoming visitors for development, construction, asset management, engineering, security, and service providers at the regional office. Coordinate with Property Mgmt / Security and Regional Team Leads to ensure guests access our suite without any issues and validate parking when needed. Ensure the lobby / front area / kitchen are kept in a tidy manner. Answer the phone in a professional manner and ensure that messages are relayed to the correct people. Utilize Media Response Crisis management protocols and responses when appropriate, escalate matters to Senior Director and VP Asset & Property Management. Distribute 100 First Security and Property Management memos to Regional
• Daily/Weekly Mail: Responsible for accurately recording and/or stamping of all incoming packages and correspondence to maintain a complete audit trail and ensure proper tracking. Carefully sort through all incoming USPS, inter-office courier bags and packages received from the night prior and distribute accordingly. Notify appropriate employees of important/urgent mail items via email and deliver as needed. Scan items received for other offices and email to the correct point of contact. Set aside mail for regional offices to ship out on a weekly basis. Log all incoming FedEx, UPS, and other carrier shipments received throughout the day and send email notifications to the appropriate individual for pickup. Prepare letters and packages for shipment via USPS and FedEx as needed. Take down mail bins containing all outgoing mail, packages, and inter-office courier bags to the first-floor security desk/outgoing FedEx mailbox in mail room at day's end for pickup. Deliver Certified Mail to local USPS office and obtain post mark on Certified Mail Receipt when requested. Maintain and keep up to date the 100 First mail distribution list and seating chart.
• Office Supplies/Snack & Refreshments Inventory: Monitor and maintain through the day and week the supply of snacks, drinks, and office supplies in each designated area including front desk, board rooms, bathrooms, kitchens, and printer/copy/fax rooms. Refer to the inventory checklist for Regional Office and update as needed. Research new snack/drink options and bring ideas to the Supervisor for approval, as well as track budget and ordering. Track inventory and place weekly/monthly orders for office supplies/snacks/drinks as needed. Manage vendor contacts such as Economy Office Supply, Blaisdell's, Instacart, DoorDash, Forkable, Amazon,and EZCater. Compile and maintain the Outlook Contacts list in the Regional Office folder including but not limited to: vendors, caterers, supplier of business machines, etc. Interface with vendors of food and courier services for special requests, changes, and orders as needed. Keep tidy general office supplies and snacks in Regional Office and kitchens. Order and maintain First Aid supplies as needed. Audit on a quarterly basis. Check AED device monthly in each suite and report back to Cardiac Solutions company.
• Event Coordination - Culture Crew, Regional and Sub Regional Office: Act as Kilroy Culture Crew liaison and collaborate with different departments to coordinate, plan and schedule fun activities. Collaborate with subregional Culture Crew Liaisons in South San Francisco and Peninsula offices. Work with Executive Assistant Asset & Property Management to coordinate social event culture crew event planning to support a productive and engaged workplace culture for the entire region.
• Weekly Lunches/Monthly Desserts: Manage food options and bring ideas to the Culture Crew Team and Regional Office as needed. During the planning process, monitor and adhere to approved budgeted amount, food variety, dietary restrictions, quantity of food, coordinate ordering for the event, process the invoice and track against the Culture Crew budget. Place orders for weekly Tuesday/Thursday lunches the week prior. Send out a memo to Regional Office employees when lunch arrives at Suite 250. Create an e-invite for monthly birthday/anniversaries using Canva and distribute via email monthly to all SF Region employees. Create description labels and day-of menu for any food event that includes all options to show what is available and if it meets any dietary restrictions (vegan, gluten- free, nut-free, etc.). Serve as a point of contact for the lunch deliveries and assist upon arrival (bringing a cart down for delivery as needed). Set up weekly Tuesday/Thursday lunches in an organized and orderly fashion. Coordinate and lead monthly birthdays/anniversaries celebration in Suite 250, collaborate with subregional Culture Crew Liaisons in South San Francisco and Peninsula offices. Assist with research, ordering, coordination and/or oversight of other foodie related events as they arise throughout the year.
• Accounting Payables Regional Office: Process invoices in Yardi weekly and create Purchase Orders as needed. Ensure any outstanding invoices or incorrect billings and resolving discrepancies in a timely manner. Ensure invoices are coded to the appropriate GL account, building(s), description and approved in a timely manner for processing. Process all corresponding Regional Office vendor invoices via Yardi. Track and maintain on a weekly/monthly basis an Excel spreadsheet and in SharePoint tracker, of expense related but not limited to the following: Office Supplies, Bathroom Supplies, Snack/Kitchen Supplies, Weekly Lunches, Monthly Birthday/Anniversary Events, Regional Events. Process expense reports via Concur and Yardi for monthly charges related to office on BMO Corporate Card and Regional Leads credit card.
• Workflow: Follow up on tasks in accordance with timelines provided by supervisor which may involve checking in with other team member's or departments.

What we offer

At Kilroy, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within the role. The hourly pay range for this role is between $31.3942 and $36.7307, and your base pay will depend on your skills, experience and training, knowledge, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. This role is eligible for an annual discretionary bonus as well.

Our comprehensive group health benefits program is built around your total health and provides employees and their families with care and coverage designed to help you thrive. Our health and wellness program offerings include medical, dental, vision, with FSA, HSA options, Group Life & Disability, LTD coverage and much more. Ancillary programs include a retirement savings plan with a competitive employer match, employee support programs like our parental leave coaching program, wellness, and commuter benefits, just to name a few. We invite you to visit our website to learn more.